• Policies and Procedures

    Supplier Information Needed

    Affinity Health Plan has developed a portal powered by Dun & Bradstreet that allows current and prospective suppliers to register your company profile with us. This process will provide Affinity Health Plan’s Purchasing Department with access to your business profile and capabilities for continued business evaluation and consideration for potential sourcing needs. All required documents needed may be uploaded via the portal as well as documents available for download.

    In order to register, please go to the Supplier Certification Portal.

    Once your registration has been completed an authorized Purchasing representative will contact your company if there are any questions regarding your profile or if there is interest for a potential sourcing need. Please note that registration via this portal should not be considered as a guarantee of business.

    Authorized Buyers

    Only authorized buyers are permitted to issue orders and no shipments should be made or services performed without a properly authorized purchase order or purchase agreement. Neither should a supplier accept any revision to an order nor agreement except from an authorized buyer.

    Bids and Evaluations

    It is our policy to obtain competitive bids whenever possible. However, purchases may be made without the use of the public notice or sealed bid procedure. A vendor will be evaluated and measured in terms of total cost, including price, quality, delivery requirements, and transportation costs among other criteria.

    Business Conduct

    All business will be conducted in a legal and ethical manner. Ethical standards must be adhered to at all times. Affinity Health Plan maintains a strict policy prohibiting the acceptance by its employees of gifts and/or gratuities from any supplier or potential supplier.

    Equal Opportunity

    We will not make purchasing-related decisions based on race, religion, creed, color, gender, sexual orientation, or national origin.

    Confidentiality

    Prior to contracting and sharing confidential information with a vendor, the vendor will be required to complete a Business Associate Contract. Each agreement entered into by Affinity with a vendor will assure compliance with the privacy and security regulations issued under the Health Insurance Portability and Accountability Act (HIPAA). HIPAA is an amendment to the Internal Revenue Code of 1986 added to improve portability and continuity of health insurance coverage in the group and individual markets; to combat waste, fraud, and abuse in health insurance and health care delivery; to promote the use of medical savings accounts; to improve access to long-term care services and coverage; to simplify the administration of health insurance; and for other purposes.

    Billing and Payment

    An Affinity Health Plan Purchase Order number must appear on all invoices, shopping lists, and correspondence relevant to the order. Invoices must be submitted to:

    Affinity Health Plan
    Accounts Payable
    Metro Center Atrium
    1776 Eastchester Road
    Bronx, NY 10461

    Payment is made to the vendor after receipt of invoice, and delivery and acceptance of material on the purchase order. Partial payments can be arranged if necessary.